Question: What Is Telephone Etiquette?

How do you end a phone message?

If you think your voicemail got disconnected before you finished, here is an easy solution.

Simply call back, stating first that you believe your previous call was cut off.

Finish the rest of your message, keeping it short and to the point.

Always restate your name and telephone number on any second call..

What should be avoided while being on a call?

Top 10 Things to Avoid Doing When You Answer the PhoneSkip The Speaker Phone. It’s convenient, sure – but it doesn’t give your callers the sound quality they deserve. … Ditch The Chewing Gum. … Avoid Distractions. … Eliminate Inconsistencies. … Limit Background Noises. … Don’t Whisper. … Don’t Shout. … Do Not Use Poor Equipment.More items…•

What are the four important steps to be followed on receiving a telephone call?

There are five parts to any telephone call:Effective telephone greeting. Salutation – “Good morning!” … Be prepared to listen. … Prepare the caller to be placed on hold or to be transferred. … If you are taking a message for someone, be certain to obtain correct information. … End your phone conversation.

What are examples of telephone etiquette?

Telephone EtiquetteBe Prepared.Answer Professionally.Putting A Caller On Hold. The #1 pet-peeve of callers is The Hold. … Control The Conversation. Keep the caller on track. … Take Accurate Messages.Avoid Mouth Noises. Refrain from the following activities while talking with a caller: … Give The Caller Your Undivided Attention. … Be Sincere.More items…

Why is it important to answer the telephone promptly?

Answering telephone calls is an important and crucial part for any business. … If a call has been transferred from a colleague to yourself, answer the phone call promptly with your name – This will enable a personal and friendly greeting so the caller can gather whom they’re talking to straight away.

What do you say at the end of a phone call?

The Most Popular Call-Ending Statements“Thanks for calling and if you have any additional questions, please call us.” … “Thanks for calling [COMPANY NAME]. … “Goodbye, Mr/Mrs [INSERT CUSTOMER NAME], thank you for calling.” … “You’ve been speaking with [INSERT ADVISOR NAME] today.More items…•

How do you end a call with a friend?

Here are a few tips and phrases to help you politely and professionally end phone conversations.Close the door. When it’s time to end the conversation, be sure you are not inviting the other person to continue talking. … Use breaks in conversation. … Interrupt politely. … Offer future calls.

What are the basic telephone skills?

10 Essential Business Telephone SkillsSkill #1 — Answering a Business Call. … Skill #2 — Putting a Caller on Hold. … Skill #3 — Thanking the Caller for Holding. … Skill #4 — Monogramming the Call. … Skill #5 — Avoiding Excuses. … Skill #6 — Giving Spoken Feedback Signals. … Skill #7 — Being Prepared. … Skill #8 — Controlling the Conversation.More items…

What are good telephone skills?

5 Essential Telephone Communication Skills for Customer ServiceUse a positive tone. This may sounds cliche, but your smile can be heard by the person on the other end of the phone call. … Make it crystal clear. … Be a sincere customer service. … Say the customer name. … Improve your customer service by leaving them satisfied. … Conclusion.

Why am I afraid of talking on the phone?

Anxiety may be triggered by concerns that the caller may bear bad or upsetting news, or be a prank caller. Fear of making calls may be associated with concerns about finding an appropriate time to call, in fear of being a nuisance.

Is it rude to ask who is calling?

If you called them, it would be rude to ask the person’s name. You should know who you are calling. If they called you, then you have every right to ask who they are and why they are calling your number. … No, it is not disrespectful to ask the person’s name whom you’re talking to over the phone.

What is the importance of telephone etiquette?

Proper phone etiquette is important to your company because it’s usually the first contact point for a customer and represents how your business will treat them in other conversations. Make sure to leave a great, lasting impression on every customer who calls your business.

What are telephone techniques?

Powerful Telephone TechniquesStop what you’re doing at the time.Answer the phone by the 3rd ring.Smile…the caller will hear it.Offer an enthusiastic greeting.Sound warm and friendly with a positive attitude.Be prepared; have your leasing tools ready.

How should you answer the phone?

Answering CallsTry to answer the phone within three rings. … Answer with a friendly greeting. … Smile – it shows, even through the phone lines; speak in a pleasant tone of voice – the caller will appreciate it.Ask the caller for their name, even if their name is not necessary for the call.More items…•

What is the golden rule when dealing with a phone call?

If someone calls on another line or call waiting while you’re on the phone (and the call does not go to voice mail or is answered by a live person), tell the caller you will call them back. The person you called first has priority. Follow up on all calls. If you promise information, call back within twenty-four hours.

What are the do’s and don’ts of telephone etiquette?

The Dos and Don’ts of Telephone EtiquetteDO – Smile when you talk to people. … DON’T – Be distracted. … DO – When you answer the phone, greet the caller warmly and advise who they are talking to. … DON’T – Shout or whisper. … DO – Speak clearly. … DON’T – Leave the caller on hold for too long. … DO – Make the caller feel welcome.

What are the two things we must do while talking on the telephone?

10 telephone etiquette tips you should keep in mindWhen you’re speaking over the phone remember to smile, sound upbeat and keep your communication short.Greeting.Take permission and be polite.Identify self and the organisation.Clarity.Purpose of the call.Know your timeline and keep it short.Avoid fillers and keep it interesting.More items…•

How do you end a phone call professionally?

Ending the CallThank the caller for calling and summarize what you did for the customer. Example: “Thank-you for calling. … Let the caller know you appreciate their business. … Offer to help in the future by letting the customer know how to contact you or your company. … Say Goodbye but always Let the caller hang up first.

What is professional telephone etiquette?

Professional phone etiquette requires that you first confirm the person is available. If they are: You connect the call. Introduce the caller to the other staff member. Then politely say goodbye, and disconnect from the call.

How do you talk professionally on the phone?

10 tips for answering and handling calls professionallyPromptly answer calls. The average ring takes 6 seconds. … Be warm and welcoming. … Introduce yourself and your business. … Speak clearly. … Do not use slang or buzz words. … Ask before you put people on hold. … Don’t just put calls through. … Be prepared for your calls.More items…•

How can we improve telephone etiquette?

To improve your phone etiquette and ensure your customers receive an excellent experience, implement the nine tips outlined below.Know WHO is Calling and WHY. … Speak With an Inviting Tone. … Match Your Caller’s Pace. … Be Extra Helpful & Enthusiastic. … Ask Permission. … Say Thank You! … Confidence is Key.More items…•